As these questions were asked at an Annual General Meeting, the Board believes that all members are entitled to receive the answers to Mr. Seaward’s questions.
Q1—Where is it listed on the DA Website on how to apply for the administrators position if someone wants to apply. What is the process to do so?
Answer—It is not listed anywhere on the Darts Alberta website. Just like QMS Management Services acts as the auditor of our financial records, there is nothing that precludes any other accounting firm from submitting a proposal to provide this service to Darts Alberta. There is no policy in place that would preclude a company to submit a proposal to provide administrative services. If any such proposals are submitted, the board would have to evaluate the current service provider vs. the proposal received. Should Darts Alberta be unhappy with the services provided by any service provider, we would seek proposals from others.
Q2— Is there a prerequisite for their application? IE: qualifications, resume, relative documentation showing your credentials and such.
Answer—There is no application process, as this would indicate a salaried employee, rather than a contracted service provider. If a Request for Proposal was created, it would be the board’s responsibility to list the services and skill requirements they are looking for. The company would then be responsible for providing appropriate information for the board to evaluate their proposal.
Q3— What is a detailed job description for this position as the one listed is very vague? All other Volunteer positions have a very detailed job description and list of duties they are to do in that position.
Answer—I assume this to mean listed on the Darts Alberta website. There is no position description posted anywhere on our website or in our bylaws for the services provided by SKORR Services. A contract exists between Darts Alberta and SKORR Services, which I’ve learned is quite outdated, and the expected deliverables are contained in the appendix of the contract.
I think it’s important that all members are aware of an action item from the board meeting in February 2020, shortly after Mr. Seaward took office as President (July 2019). He was actioned to review the contract with the Administrator. This action item was never completed in the 4 years he was President, nor was it brought to my attention in the 14 months he was Past President. Perhaps if the action item would have been completed, the answers to these questions would already be known to the entire board. As the President, I am in the process of rectifying this matter and renegotiating the contract with SKORR Services.
Q4— How many in the organization knew that the administrator position was a paid position? (They have no voting abilities as they are paid to provide a service to the organization).
Answer—I would hope that most of our members are aware that SKORR Services is paid for the services provided since it is the very first line item under Expenditures on our annual financial statements. It is obvious that this is a contracted fee, otherwise it would typically be listed on an organization’s financial statements as Salaries and Benefits.
SKORR Services does not have a vote on the Board because the Administrator is not a Board position. But I know as the President, I greatly value the opinion of the Administrator because of the many years of experience and the vast knowledge she has in sport administration. I am confident that other board members feel the same. However, I would like to remind everyone that “Sandi Orr” is a life member of Darts Alberta and the NDFC, and should she choose to vote on an item at a Darts Alberta Annual General Meeting, she has the right to do so, as long as it does not relate directly to matters involving SKORR Services.
Q5— What is the pay and benefits that this position gets? I understand that is negotiated by the board and the current DA administrator.
Answer—It is clearly listed as the first line item on the financial statement and the amount includes GST. SKORR Services has not increased their fees in over 8 years, not since January 2017.
The term benefits would create the expectation of a salaried employee. As a contracted service provider, the Administrator receives no benefits. SKORR Services is required to operate their own office and provide their own office equipment. Darts Alberta only pays out-of-pocket and travel expenses required to provide the services requested by Darts Alberta.
If the Administrator was an employee of Darts Alberta, we would be required to rent office space or provide some sort of financial allowance to operate a home office, and Darts Alberta would be required to provide all the necessary computer hardware, software and all other equipment needed to do the job. Darts Alberta would be responsible for deducting and matching CPP and EI contributions, as well as providing vacation pay. After reviewing the documentation on file regarding the need for administrative services in 2006, I have learned this is the reason why it was contracted out to SKORR Services, instead of hiring an employee.
Q6—This position was created in 2007 and given to the current person/Company and has been at this for 17-18 years. Has anyone been cross trained in this job if something were to happen to the current administrator and could take over the position in the interim?
Answer—The position was actually created in 2006, when SKORR Services was contracted for 6 months to offset the additional workload because of new programs, services and government reporting required when Darts Alberta was recognized for Alberta Sport funding. Darts Alberta has a very comprehensive Succession and Business Continuity Plan that is available on our website. The review of this plan is part of our Strategic Plan – Board Development action items. As we rely on the Administrator to help train new Board members about their duties, cross training is happening all the time. Because of the years of experience on the board, our Tournament Director is also well-versed in government reporting and policy development. Reviewing and renegotiating SKORR Services’ contract will be a great opportunity to review what services the Administrator provides and to ensure that board members have the knowledge to fill any gaps that could occur. This should have been done during Mr. Seaward’s tenure as President.
Q7—What is DA’s contingency plan if the current administrator were to step down or be unable to facilitate doing the job at any time?
Answer—I’ve been advised that prior to a higher than usual turnover of board members recently, there were several board members cross trained in almost everything that the Administrator does. This is all part of the guidance and training board members have received over the years. In the event of an emergency, in all likelihood, board members would have to step up and do the pieces of their job that the Administrator currently looks after. In my short time as President, I recognize the vast knowledge of the current Administrator. If SKORR Services chose to no longer provide services to Darts Alberta, it is likely these services may need to be divided amongst more than one contractor, if all skills are not readily available through one company.
Cory Bowen, Darts Alberta President